If you are using email for work, you are most likely using an Exchange or IMAP account. Exchange and IMAP servers automatically archive your email so that you can access it anytime or anywhere. If you have an Exchange account, check with your admin about how to access your archived email.
If you want to back up the message folders locally (in addition to keeping them on the server), you can automatically move or delete older items with AutoArchive or export the items to a .pst file that you can restore later as needed and use by importing.
Don’t forget to back up your most important emails separately. Some emails contain important information for your business: contracts, proposals or even invoices. You will need to take additional measures to ensure that you have added a backup copy of any email with important business documents or discussions. We will show you exactly how to do that in the next steps.
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How to backup Outlook Email to PST format
A file with the .pst extension (file in PST format) is the information file used by Microsoft Outlook and Microsoft Exchange. A PST file differs from the .ost extension file (OST file). Outlook’s OST file format allows you to work offline with a copy of the file stored on your Microsoft Exchange account. This file is synced when you come back online.
Step 1: Start with your Outlook inbox and click the “File” tab. The “Account Information” screen appears.
Step 2: Click the “Open & Export” option.
Step 3: Click the “Import / Export” button. The system returns to your inbox and the “Import and Export Wizard” displays.
Step 4: Select the “Export” to a file option and then click the “Next” button.
Step 5: Select the “Outlook Data File (.pst)” option. Click the “Next” button.
Step 6: Use the scroll bar to scroll up and down to see all your current Outlook folders. When you have selected a folder, click the “Next“.
Note: You can also choose to back up Outlook contacts, calendar information, notes, and tasks from this prompt.
Step 7: Select the path where you want to store your PST backup, then click “Finish“.
After you have exported your selected folder to a PST file, you can check whether the file is there by opening the folder in “File Explorer“.
Step 8: After creating a backup email file, you can open “File Explorer” and find the Outlook backup file you just created. You will recognize it because the “Type” of the file will be “Outlook Data File“.
- To move a file, just click the file and drag the file to the folder you want.
- To copy a file, click the file you want to copy and press “CTRL + C“. Open the folder where you want to paste the file and press “CTRL + V“.
Step 9: In this case, move some files into the new folder I just created called “Testing“. After you have moved the file to a new Outlook PST file location, open “File Explorer” to view your Outlook backup file.
The email that you keep in a .pst file are no different from other. You can forward, reply, or search through the stored messages as you do with other messages.